Grants Manager

The Barcelona Institute for Global Health (ISGlobal) is a cutting-edge institute addressing global public health challenges through research, translation into policy and education. ISGlobal has a broad portfolio in communicable and non-communicable diseases including environmental and climate determinants, and applies a multidisciplinary scientific approach ranging from the molecular to the population level. Research is organized in five programs: Climate, Air Pollution, Nature and Urban Health; Environment and Health over the Lifecourse; Global Viral and Bacterial Infections; Malaria and Neglected Parasitic Diseases and Maternal Child and Reproductive Health. ISGlobal is accredited with the Severo Ochoa distinction, a seal of excellence of the Spanish Science Ministry.

WHAT WE ARE LOOKING FOR

ISGlobal is seeking a Grants Manager for the Grant´s Office who is interested in supporting activities of the Department, in the Postaward Area.

KEY RESPONSIBILITIES

• Support Principal Investigators with the financial management of their project portfolio, ensuring compliance of Isglobal´s policies and procedures.
• Be the focal point to address the resolution of conflicts and problems between the projects and the different Isglobal´s administration areas and services.

SPECIFIC DUTIES

Budgets

• Work closely with budget holders, project teams, as well as other stakeholders to compile accurate proposal budget and assess whether all necessary costs have been included, ensuring the eligibility of these activities.
• Periodically review budget compliance providing information related to expenses.
• If necessary, during the life of the project, modify the budget prior donor´s approval (if required).

Follow up

• Follow up of the expenses of the project and monitoring of the budget execution.
  Prepare summary of expenses for revision by PI and/or project team.
• Promote prompt corrective actions if there are deviations from the budget and the terms of the financing.
• Follow-up of the sub-agreements in terms of financial and contractual matters.
• Highlight critical financial issues such as under/over spends to finance and budget holders.

Reporting

• Prepare accurate financial reports and updates of the project, with the supervision of ISGlobal Head of Grants office, the PI and/or Finance – Project Manager, meeting donor´s requirements.
• For European projects, upload financial reports to the European Commission portal.
• For non-European projects, support the project´s technicians to upload the financial report.
• Draft, create and adapt independently templates and forms for reporting.

Financial Managment

• With the support of the legal department, review service providers and subcontractors draft contracts, flag any points that might challenge Isglobal’s procedures, and support contract negotiations and signature.
• Ensure compliance and consistency between the internal processes of the Institution and the policies and procedures established by donors.
• Stay up to date with financial regulations and legislations.
• Take part in the negotiations with donors and sites regarding project agreements/amendments and partner sub-agreements.
• Require payment transfers to partners upon validation by project team and finally by the budget holder.
• Prepare, proof read and format legal documents, such as memoranda, e-mails and letters.
• Manage cash flow of the grants.
• Take part in the closure procedures of projects.
• Be the focal communications point with the projects’ team at ISGLOBAL and donors for financial aspects.
• Monitor grant payment schedules and income requests for respective portfolio, working closely with finance to ensure this is done in a timely manner.
• Support and advise project colleagues with queries related to donor compliance on grants within portfolio
• Work with other departments to ensure all documentation required is ready and available for audits and coordinate with auditors for the proper management of the audit.
• Coordinate Close Out of grants in respective portfolio.
• Ensure all documentation required to be kept by donors is available within the Grants department by maintaining high standard information management/filing systems.

AUXILIAR TASKS

This job description reflects the present requirements of the post but may evolve at any time in the future as duties and responsibilities change and/or develop providing there is appropriate consultation with the post-holder.

This job description is not a definitive or exhaustive list of responsibilities but identifies the key responsibilities and tasks of the post holder. The specific objectives of the post holder will be subject to review as part of the individual professional assessment process.

SKILLS

• Contract drafting and negotiation skills (with the support of the legal department), understanding of contract and legal terminology and concepts.
• Superior attention to detail and analytical skills.
• Critical thinking and problem-solving skills.
• Ability to work independently with minimum direction, but comfortable with working in a collaborative and multicultural environment.
• Proven ability to prioritize work with short deadlines and under pressure.
• Organized, high attention to detail, ability to summarize and communicate key information at all levels.
• Excellent Excel and Microsoft Office products, knowledge of ERP.

The post holder will adhere to ISGlobal principles contained in People management policy, including Equity, diversity and health safety. The post holder will respect, and be accountable to ensure ISGlobal policies and procedures.

TRAINING AND EXPERIENCE / QUALIFICATIONS

• Graduated from a higher degree training cycle.
• University training in the field of Finance, Business Administration.

SPECIFIC REQUIREMENTS

• Minimum experience of 3 years in Grant Management or Project Financial management.
• Knowledge of European funding in Research (a must).
• Experience in the research sector is highly valued.
• Knowledge of European, Spanish and Catalan fellowships management in Research is highly valuated.

LANGUAGE LEVEL

• Proficiency in Catalan and Spanish.
• Intermediate level of English.

CONDITIONS

• Duration: Permanent position
• Starting date: 15/03/2025
• Contract Type: Full time
• Salary: 34.000€ gross annual

SELECTION PROCESS

The selection process is designed in two phases:
1- Interview phase of a technical nature, with the team that requires the incorporation. To assess the person’s skills and CV.
2 – Meeting with HR with the finalist(s) to finish assessing the profile and discuss contractual and institutional issues.

If needed any technical test could be passed. A Psychological Competency Evaluation Test will be required for the structural or transversal positions.

In accordance with the OTM-R principles, a gender-balanced recruitment panel is formed for every vacancy at the beginning of the process. After reviewing the content of the applications, the panel will start the interviews, with at least one technical and one administrative interview. A profile questionnaire as well as a technical exercise may be required during the process.

In ISGlobal we are committed to maintaining and developing a work environment in which the values and principles of our organization are respected and equal opportunities between women and men be promoted in each of the areas in which we operate, not tolerating discrimination based on criteria such as age, gender, marital status, race, ethnicity, functional diversity, political leanings, religion, sexual orientation, gender identity or gender expression.

We confirm our commitment towards the value of the diversity of our staff and student population and seek to promote peace, equity, diversity and inclusion as essential elements in contribution to improving health worldwide.